Job Title: HR Generalist Reports to: Senior Manager, Human Resources Direct Reports: N/A Primary Purpose: POSITION DESCRIPTION Department: Human Resources Working Conditions: Normal, no adverse or hazardous conditions. Salary Range: Division: Member Relations & Corporate Services Effective Date: August 2013 FLSA: Exempt Manage general human resource activities including recruiting, employee orientation, employee relations and corporate citizenship activities. Administer benefits programs such as group health insurance, life, AD&D, disability, voluntary benefits and retirement benefits and workers compensation. Counsel and advise employees on eligibility for benefit programs. Serve as primary liaison between employees and insurance carriers. Maintain benefits records, conduct research, and prepare special reports and other activities as may be assigned by the Senior Manager, Human Resources. Principal Duties and Responsibilities: Benefits: Administer the employee benefits programs, including medical, dental, vision and prescription drug, flexible benefits plan, Life insurance, AD&D, long and short-term disability insurance, long term care and employee retirement savings and pension plans and workers compensation program as follows: Health & Welfare: Administer all health and welfare programs including but not limited to health, short and long term disability, long term care, life, AD&D, flexible spending and Aflac voluntary benefits. Act as primary liaison between insurers and participants. Manage open enrollment. Manage NEI s Wellness Program, including annual health fair. Assure accuracy in enrollments/eligibility for all plans by conducting audits monthly for all plans. Monitor and update all databases and online databases with changes in enrollment information or status. 1
Process monthly payments of health and welfare related invoices assuring invoices reflect accurate enrollment and coverage. Audit any personnel changes affecting payments or employee status, recalculating insurance rates to reflect these changes on monthly invoices. Approve health insurance invoices from vendors; forward approved invoices to the Senior Manager, Human Resources for final approval. Calculate and process quarterly retiree supplemental health insurance invoices coordinating with Accounts Receivable and assuring accuracy of the calculation of benefits in the invoices. Answer retirees questions concerning benefits and payments. Monitor all payments received; forward second notices as appropriate. Prepare all exit materials for terminating employees. Monitor COBRA coverage for terminated employees. Retirement Plans: Act as primary liaison between New York Life (NYLIM) and participants (actives/retirees/ terminated vested). Maintain integrity of data in HRIS/payroll and online NYLIM system for demographic and deferral data. Counsel employees on benefits available to them under the 401(k) and Pension Plans. Compliance: Compile and prepare reports pertaining to retired/terminated employees eligible for benefits under the NEI Employee Pension Plan and the NEI Employee Savings Plan (401k). Update census data Savings & Pension Plan benefits and other data for actuaries. Verify data is accurate for all ERISA reporting, e.g., Summary Plan Descriptions, Summary Annual Reports, Summary Material Modifications, Annual Funding Notice, 5500s, Medicare Part D notice to eligible retirees, HIPPA notice, etc. Assist Senior Manager, Human Resources in preparing individual employee benefit booklets for active employees (value of benefits disclosure notice). This involves coordination with Accounting and Training & Development to assure all benefits are accurately reflected as well as the costs related to those benefits. Assure I-9 data is current; eliminate I-9 information that is no longer required. 2
Other Benefits: Manage other employee benefits such as the annual flu shot program, Costco memberships, metro program, employee assistance program (including coordination of Lunch & Learn opportunities), Weight Watchers at Work Program, etc. Edit and revise the NEI Benefits Guide on an annual basis. Human Resources: Assist the Senior Manager, Human Resources in general human relations activities and duties. Maintain accurate and complete personnel records for all employees. Manage and coordinate new employee activities including, creating personnel files (paper and electronic) for new employees, notification of other support areas of new employee and notifies payroll department of name, starting date, salary and other appropriate information. Manages and conducts HR related on-boarding activities and assists in coordination of full orientation schedule. Duties include but are not limited to: a. preparation of all information, forms, etc. for new employee orientation, such as medical insurance packets; b. follow-up with new employees to ensure that all forms are processed; c. calculation of leave due for new and/or terminated employees and notification of payroll department of same; d. coordination and preparation of all information, forms, etc., for terminated employees; e. perform exit interview; f. change terminated employees personnel files from active to terminated in employee database and process various forms regarding termination. Manage and coordinate necessary record-keeping for new and terminated employees and/or changes in employees status (e.g., marriage). Manage Employee Recognition program work with vendors to ensure a successful program and to ensure that the appropriate employees are recognized for their service. Manage employee relations activities and corporate citizenship activities that enable NEI employees to interact socially and for the company and its employees to give back to the community. Responsible for developing and implementing programs that allow NEI employees to engage with each other. Responsible for administering employee functions such as Administrative Professionals Day, Bring Your Child to Work Day, Support Staff meetings, and other communication/engagement activities. 3
Payroll Administration: Manage changes and maintain accurate information in the HRIS system. Accurately process all payroll-related changes in the HRIS/Payroll system on a semi-monthly basis. Create custom reports, or run standardized reports, in the HRIS system as necessary to facilitate HR operations and reporting requirements. Other: Process employment verifications on former and current employees. Prepare mortgage and bank credit forms received for employees. Keep abreast of human resources and benefits laws and new developments by attending trainings, seminars and researching various sources. Coordinate the logistics of the Employee Opinion survey performed every 18 months. Perform other duties as assigned by Senior Manager, Human Resources or Vice President, Member Relations & Corporate Services Division. Job Specifications: Minimum four years as human resource generalist. Knowledge: Proficiency with multiple employee benefit programs including self-insured benefits. Knowledge of the dynamics of office administration and business communications. Knowledge of HRIS/payroll systems and report writers. Some background in employee training helpful. Skills & Abilities: Excellent interpersonal skills. Excellent oral and written communication skills. Strong analytical skills. Strong mathematical ability needed for various calculations. Attention to detail, with an organized approach to work management and problem solving. 4
Excellent computer skills. Ability to work independently as well as in a team. Leadership skills. Education: BA/BS degree preferred or comparable experience required. Review and Approval: Employee: Date: Supervisor: Date: Division Head: Date: Human Resources: Date: Disclaimer The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. 5